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Importing Payroll History from Payroll Software

  1. Payroll
  2. Importing Payroll History from Payroll Software

    3. 7 min read
Jane Plan: Legacy, Practice, and Thrive
Add-on Required: Yes – Jane Payroll
Geography: Available in: 🇨🇦 Canada only

If you've been running payroll in another software provider, this guide will walk you through how to export your year-to-date payroll history and import it into Jane Payroll before your first payroll run.

Getting Started

Before importing your payroll history, make sure the following are set up in your Jane Payroll account. The import can't be mapped correctly without these in place first.

  • Staff members added to Jane Payroll — all staff who have been paid this calendar year, including anyone terminated mid-year. Make sure each employee's date of birth has been entered in their staff profile, as this is required for the payroll history import to process correctly. See our guide on Jane Payroll: Staff Member Onboarding Steps.
  • Pay Types created and assigned — use the same pay types you used in your previous software so your data maps correctly. See our guide on How to Set Up and Assign Pay Types in Jane Payroll.
  • Time off policies created and assigned — including vacation pay, sick pay, and any other time off policies, with vacation pay dollar balances and time balances that will carry over. See our guide on Jane Payroll: Managing Vacation Pay and Vacation Time.
  • Benefits created and assigned — any benefits you offer staff, such as health, dental, long-term disability, short-term disability, pension plan, and life insurance. See our guide on How to Set Up Benefits in Jane Payroll.

📣 Heads up: Before uploading your import file, reach out to the Jane Payroll support team at [email protected] to confirm your pay types, vacation policies, and benefits are set up correctly. This helps avoid mapping errors and delays before your first payroll run.

Exporting Your Payroll Data

The steps below cover how to export from the most common payroll providers. If your previous software isn't listed here, contact that provider directly for help exporting your payroll data.

📣 Heads up: These steps are based on our experience helping clinics export payroll history from different software systems. If you run into any trouble, contact your previous payroll provider directly for support.

ADP Workforce Now

  1. Log in to ADP Workforce Now.
  2. Go to the Reports section and select Standard Reports.
  3. Locate the Payroll Register Report.
  4. Set the date range to cover the current calendar year to date.
  5. Select specific employees, departments, or locations if needed.
  6. Click Run Report, then export the file.

ADP TeamPay

  1. Log in to ADP TeamPay.
  2. Go to the Reports section and select Payroll Register Report.
  3. Set the pay period to cover the current calendar year to date.
  4. Select specific employees or choose to include all employees.
  5. Generate the report, then export the file.

Payworks

  1. Log in to Payworks.
  2. Go to the Payroll section.
  3. Select Payroll Reports, then choose Payroll Register.
  4. Set the date range to cover the current calendar year to date.
  5. Generate and export the report.

QuickBooks Online Payroll

  1. Log in to QuickBooks Online.
  2. Go to Reports and select Payroll Reports.
  3. Select Payroll Details Report.
  4. Set the date range to cover the current calendar year to date.
  5. Click Apply to generate the report, then export the file.

QuickBooks Desktop Payroll

  1. Open QuickBooks Desktop.
  2. Go to Reports > Employees and Payroll.
  3. Select Payroll Details Report.
  4. Set the date range to cover the current calendar year to date.
  5. Click Refresh to update the report, then export the file.

Wagepoint

  1. Log in to Wagepoint.
  2. Go to Reports and select Payroll Register.
  3. If you have multiple pay groups, select the relevant one.
  4. Set the payroll end cycle date to cover the current calendar year to date.
  5. Generate and save the report.

Uploading Your Payroll History

Once your file is ready, upload it to your Jane Payroll account.

  1. Go to Billing > Payroll > Dashboard.
  2. Click Start next to Provide Payroll History.
  3. Upload your file.

The Dashboard showing the Provide Payroll History step with the Start button

📣 Heads up: Always upload payroll history through the Provide Payroll History step on the Dashboard rather than sending files by email. This keeps your information secure and notifies the Jane Payroll team that your file is ready for review.

Accepted file formats: CSV, JPG, PDF, PNG, TSV, TXT, XLS, and XLSX. If your file isn't in one of these formats, convert it before uploading.

What to Expect

Once your file is uploaded, the Jane Payroll team will review it before your first payroll run. The team will be in touch if anything needs to be corrected or clarified. You won't be able to run your first payroll until the import has been reviewed and confirmed.

Important Notes

  • Include all staff terminated during the current calendar year in your import file. This is required to generate T4s and T4As for them at year-end. Once added, you can mark them as terminated in their staff profile.
  • GST/HST amounts collected by contractors must be recorded in a separate column in your import file. If they're combined with gross pay, it can lead to inaccurate T4A filings.
  • Importing your year-to-date payroll data ensures Jane can calculate deductions accurately for subsequent payrolls, include correct YTD totals on pay stubs, and generate complete year-end tax slips.
  • If this step is missed, it can result in incorrect deductions, incomplete year-end reporting, and complications if you ever need to respond to a CRA audit or record-keeping request.
  • Once your previous payroll provider is closed, you may lose access to historical payroll data, making corrections more difficult. Gather and upload all required information before closing your previous account.

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